Timing your lease: start 12 to 18 months out

Why 12 to 18 months

Three reasons. Your renewal notice deadline can be six to twelve months before the lease ends. A new space may need design, permits and build-out, which take months on their own.

And landlords negotiate harder when they know you’re out of time.

A typical timeline, working backwards

Months before your lease ends	What happens
18 to 15	Read your lease, note the renewal deadline, set requirements and budget
15 to 12	Market survey, tours, and an early read on your landlord’s renewal position
12 to 9	Proposals from two or three landlords, including your current one
9 to 6	Negotiate, sign the offer to lease, remove conditions, sign the lease
6 to 0	Design, permits, build-out and move, or a signed renewal and done

Small, simple spaces can move faster. Restaurants, medical uses and anything with heavy build-out usually need longer.

When waiting makes sense

Sometimes the smartest move is to wait. If the market is softening, a landlord’s flexibility may improve. But waiting only works when you started early enough to have the choice.

If the deadline slips by because nobody was watching it, you usually end up on holdover rent with very little room to negotiate.

I keep the calendar

Once we’ve done a deal together, I track your critical dates and get in touch well before they arrive. You shouldn’t have to remember your renewal deadline from a lease you signed five years ago.